Introduction
Every vehicle and every other item you rent out points at a settings profile — the screen calls it Asset Settings. The profile decides which boxes appear on the record and which steps the pickup and return inspection runs, so one profile shapes the daily work for a whole group of vehicles at once.
Open it from the main menu under Settings, then the Asset Settings tile. The screen starts with a prompt, Please select Asset types ...., and an Asset type(s) control. Below that sit three stacked blocks: Asset Settings for individual vehicles and items, Asset Groups Settings for vehicle classes, and Dates Settings for the names of the two booking dates. This page is about the first one.
You come here when:
- the vehicle records show boxes your company has no use for;
- the pickup inspection is longer or shorter than the walk-round your staff do;
- you rent out items that have no make, model or fuel and the boxes get in the way;
- a batch of vehicles came in and they should all behave the same way.
Words this screen uses
| The screen says | It means |
|---|---|
| Asset settings | A named profile of display settings that vehicles and items point at |
| Asset groups settings | The same idea for vehicle classes — a separate block lower down |
| Asset type | The kind of thing you rent. Which types you use decides which switches exist |
| KeyCafe | The key-box system for unattended pickup. The other screen spells it Key cafe |
You will see Name and Default twice, once in the Asset Settings block and again in Asset Groups Settings further down. They are different records. Check which block you are in before you type.
How to use
Configuration
The switches you get are not fixed — they depend on which kinds of thing your company rents. A profile for something with no fuel tank never offers a Fuel switch.
- From the main menu, open Settings, then click the Asset Settings tile.
- At the very top, next to Asset type(s), click the small control beside the prompt Please select Asset types ....
- Tick every kind of thing you rent out and untick the rest.
- Click Save. It asks If you deselect any Asset Type, all related settings will be deleted automatically. Are you sure you want to continue? with Proceed and Cancel. Proceed deletes every settings profile belonging to a type you just unticked, and confirms with The settings for the deselected asset types have been successfully deleted.
The Cancel button on this particular screen keeps your ticks rather than throwing them away. It closes the screen with your selection saved, but without the tidying up that Save does, so profiles for types you unticked are left behind. If you opened it by mistake, re-tick what you changed and press Save rather than reaching for Cancel.
Before you start: creating and changing settings profiles needs a company administrator account. Ordinary staff can see the screen but not change it. The fleet-wide re-apply described under Key details is restricted further, to a system administrator, so it is not something you can run yourself.
Using the settings profiles
Still on that screen, work in the Asset Settings block, the first of the three.
- Pick the asset type whose profiles you want, from the small list on the left of the block. If it has none yet you get No settings were found for this asset type.
- Click New Asset Settings to add one, or Edit on a row to change an existing one.
- Fill in Name. It has to be different from every other profile for that same asset type. Leave it blank and Save answers Name is empty; reuse one and it answers This name already exists please choose another name.
- Turn Default on if new vehicles with nothing else set should fall back to this profile. Only one profile per company can be the default — Save refuses a second with A default setting is already set.
- Set the six switches. They are Damage, Mileage, Fuel, KeyCafe, Make and Model, and every one of them starts turned off. What each does is in the table under Key details below. For what the first three add to the pickup and return inspection specifically, see Run the pickup inspection.
- Click Save. It confirms with Settings has been saved successfully. Cancel beside it asks Are you sure? and then throws the whole record away, not just your last edit. Delete asks All assets using this setting will be updated to the latest one. Are you sure you want to continue?
Key details
Where each switch actually shows its effect. This is the part that surprises people, because several of them do nothing at all to a vehicle's own record.
| Switch | Where you see the difference |
|---|---|
| Damage | Adds the damage step to the pickup and return inspection. On a non-vehicle item's record it makes the Damage template box appear. It also lets the app attach a damage diagram by itself when an item is saved without one |
| Mileage | Adds the odometer step to the inspection |
| Fuel | Adds the fuel step to the inspection |
| KeyCafe | Adds a key-box tab to a booking — and only on a booking that is actually using a key box |
| Make | On a non-vehicle item's record, makes the Make box appear |
| Model | On a non-vehicle item's record, makes the Model box appear |
A vehicle's own record ignores all six. The Make, Model and Damage template boxes are always on a vehicle record whatever the profile says — those three switches only reach the shorter record used for things that are not vehicles, the ones on the Other tab of the fleet list. So turning Make off will not tidy up your vehicle screens, and nobody should spend an afternoon trying.
Deleting a profile moves its vehicles rather than stranding them. Everything pointing at the deleted profile is moved onto your company's default profile for that same asset type. If there is no other default to move them to, the app refuses and tells you This is the default or only setting for this asset type. Create another before deleting this one.
Allow unattended pickup is set per vehicle, not here. It is the Self service switch on the vehicle's own record, on the Web & Images tab, and it starts off. Turning it on marks that one vehicle as eligible; whether unattended pickup runs at all is a separate company-wide setting. Treat the vehicle switch as the permission and leave the rest to whoever set the self-service system up.
Re-applying a profile across the fleet is blunter than it sounds. The action that pushes one profile onto everything does not limit itself to vehicles of the matching type — it takes every asset your company owns, sets this profile on all of them, and sets the asset type on all of them too. It then reports how many it changed, as {number} Assets has been updated. There is no confirmation step and no undo.
A worked example. Your company rents cars and trailers, forty-two items in total, and you ask for a car profile to be applied to all cars. Every one of the forty-two — trailers included — comes back pointing at the car profile and typed as a car, and the message reads 42 Assets has been updated. Putting the trailers back is manual, one record at a time. This is why the action is restricted to a system administrator rather than offered as a convenience button.
What to do next. Deal with the inspection first if you changed Damage, Mileage or Fuel — those change what your counter staff are asked to do at handover today, so tell them before they hit it. See Run the pickup inspection.
Q&A
Why is a profile I applied now on vehicles it was never meant for? The fleet-wide re-apply covers every asset your company owns rather than only those of the matching type, and it overwrites the asset type as well as the profile. There is no confirmation and no undo, so the only fix is to open each wrongly-changed record from the fleet list and set its Asset type and Asset settings back by hand. If you have more than a handful, ask whoever ran it to help — see Add a vehicle to your fleet for where those two boxes sit.
Why did unticking an asset type delete settings I still wanted? That is what the confirmation warned about: If you deselect any Asset Type, all related settings will be deleted automatically. Pressing Proceed removes every profile belonging to the unticked types, and they do not come back by re-ticking the type. Re-tick it and build the profiles again with New Asset Settings.
Why did my changes to the asset type selection stick after I pressed Cancel? Because on that particular screen Cancel saves rather than discards. It is the one place in this area where the button does not do what its name suggests. Re-open the selection, put the ticks back the way you want them, and press Save this time so the clean-up runs as well.
Why will Save not accept my profile? Four things stop it, and the message names each one. Name is empty — fill in Name. This name already exists please choose another name. — another profile for this same asset type already has it. A default setting is already set. — turn Default off, or turn it off on the profile that currently holds it. Please select an Asset Type — the profile is not attached to a type, which happens if you reached the editor oddly; close it and start again from New Asset Settings.
Why can I not delete this profile? You are deleting the only profile for that asset type, or the one marked Default, and the app has nowhere to move its vehicles. It says This is the default or only setting for this asset type. Create another before deleting this one. Make a second profile, mark it as the default, then delete the first.
Why does turning Make off change nothing on my vehicle screens? Because vehicle records do not read that switch — Make, Model and the damage diagram box are always shown on a vehicle. Those three switches only affect the shorter record used for items that are not vehicles. There is no way to hide a box on a vehicle record from this screen.
Why does the same switch appear as KeyCafe in one place and Key cafe in another? The list on the overview writes it as one word and the separate editor writes it as two. It is one switch either way, and setting it in either place is the same thing.
Why can I not find the switch I am looking for? Each switch only exists if the asset type allows it — a switch for something your kind of item does not have is genuinely absent, not hidden further down. Check the Asset type(s) selection at the top of the screen first; if the right type is not ticked, none of its switches will be offered.
Why can I see this screen but not change anything on it? Creating and editing profiles needs a company administrator account. Ordinary staff accounts get a read-only view. Ask a company administrator to make the change.
Related pages:
- Run the pickup inspection — what the first three switches add to the walk-round
- Add a vehicle to your fleet — where a vehicle's own Asset settings box sits
- Set up pickup and return checklists — the other half of what the inspection asks